Tag Archives: virtual events

Top four challenges when running a virtual event – and how to solve them

Whether it’s a product launch, media briefing or industry-wide festival, devising and executing a memorable event is often a key element of an effective communications campaign.

But events can be fraught occasions, with unforeseen circumstances around every corner. Comms professionals need to be able to think on their feet and adapt quickly to a changing environment. When Covid-19 hit, with its successive lockdowns and restrictions on gatherings, event organisers faced a new test altogether.

This was certainly the case for Lloyd’s of London’s flagship insurance diversity and inclusion festival, Dive In. A Gong client since its inception in 2015, the event has grown from being hosted in just one country with 1,762 attendees to 32 countries and 10,296 participants in 2019.

Having gone from strength to strength, Dive In organisers were determined that Covid-19 would not spell the end of the festival’s success. The event was moved over to a virtual platform in 2020, resulting in its greatest success to date – running across six continents with over 140 events in 35 countries, hosting 30,153 participants. It taught us a few things about delivering virtual events. Here are some answers to the most common four challenges.

Challenge 1: How do I engage my audience at a virtual event or on a virtual platform?

Speakers or moderators are accustomed to the immediate feedback provided by the audience – notably from body language. Without that luxury on a virtual platform, here are some ways to trigger engagement:

  • Use virtual tools, such as asking for questions, comments, and polls that are linked to a graphic that displays on the screen
  • Engage audiences and promote active discussions by using digital whiteboards
  • Supercharge events with rivalry by carefully curating your speakers – for example, if an event is focused on a specific topic, invite those from competing industries to provide a more charged debate.

 

Challenge 2: How do I make sure people will attend my virtual event or meeting?

This is the fear of every event organiser – after all the hard work setting up the logistics, and inviting attendees, will the registrants actually turn up? Our top tips:

  • Make sure that once they have signed up to your virtual event, attendees are invited to instantly place it in their diary by clicking through a calendar link.
  • Send a reminder email before the event and as it begins – and a link to watch it after the event, to ensure maximum views.
  • Link your event to topical days or weeks of the year to keep them at the front of registrants’ minds. If you are running an international event, think about local awareness days that might be applicable too. Use social media assets to boost visibility of the link between the awareness day and your event.

 

Challenge 3: What is the best format for a virtual event?

There is always a place for a panel discussion with a well-curated set of guests and a good moderator (like a top journalist). However, if any format is overdone, attendees can be easily disengaged, especially if the panel format does not attract high-profile speakers. Consider the following:

  • A short video with a knowledgeable speaker talking over and/or after the images are shown.
  • A TED-style speech, filmed with distance between the speaker and the virtual audience.
  • Take to social media and consider an Instagram Live event to keep things more personal and intimate.

 

Challenge 4: How do I make my virtual event memorable?

Making a virtual event memorable is the holy grail for all event organisers. Here are our top tips:

  • Embrace Fun
    • Even if you are running a B2B event, it is still important to create a sense of fun to boost attendance and visibility. Can you create a visually engaging video? Take time to consider your opening speaker or moderator – are they suitably interesting?
  • Harness Cultural Assets
    • Broaden the scope of your event by taking it into the real world too. Adding in cultural assets can open up an event to audiences outside of your initial key target area and attract a broader visibility. For example, consider a cultural interlude during virtual events by hiring notable or local artists to perform spoken word, or commission a topical poem around your event core themes.
    • Offer pre-event giveaways with a reminder of the timings of your event to keep it front of mind.

 

Remember – you need to monitor and report on attendee numbers and engagement at all of your events to understand the impact they have had.

A checklist for planning a virtual event

Where are the changemakers?

Crises – like the current Covid-19 pandemic – take a significant social and economic toll, yet they contain the dynamics for disruption from which new business models emerge. In a June 2020 survey by McKinsey, more than 90 per cent of executives said they expect the fallout from COVID-19 to fundamentally change the way they do business over the next five years. 

But where are these game changers, the companies challenging convention with the ability to open up new avenues of social, economic and financial growth? Here are three of our favourite examples of companies which are challenging convention and transforming industries right now. 

Dive In Festival – adapting to a virtual platform to broaden reach of D&I issues 

Despite a visible year-on-year growth for the insurance industry’s festival on diversity and inclusion – which Gong has worked to deliver since inception in 2015 – the Dive In Festival team’s swift response to physical events disappearing during the pandemic resulted in record-breaking attendance in 2020. By taking the event online, and running it virtually, Dive In recorded 30,153 attendees (three times that of the previous year), at 144 events globally, in 33 countries. The event has already proved to be award-winning, at the 2021 Africa SABRE awards, and the format will be replicated for the event in September 2021, when it will once again inspire discussion around important discussions such as racial equality and gender diversity in the workplace. 

Visionable – changing how we access healthcare 

Visionable is the first video collaboration platform designed especially for healthcare teams’ specialist clinical needs. It’s reimagining health and social care as we become more and more digitally connected. This article in the Financial Times outlines its success in improving results for stroke victims by allowing treatment by consultants via video link before they reach hospital. Even more recent though, is its Visionable Connect video calling app, allowing Covid patients to remain in contact with loved ones whilst in lockdown and professionals to support patients without having to visit their bedside, while PPE was in short supply. You can read the case study on this here. 

DPO – encouraging financial inclusion via ecommerce in Africa 

DPO Group is a home-grown Kenyan technology champion headquartered in Nairobi. Established 14 years ago, it has built and scaled electronic payment solutions that are now used by 50,000 merchants across Africa. It has a history of successful innovation – notably (according to this Forbes article on the company) because of the way it “respects the cultural differences that exist across Africa markets and builds products and local teams suited to each market”. DPO responded to an accelerated structural shift away from cash to online payments during the early stages of the Covid-19 outbreak by offering many of its small firm customers the opportunity to process electronic payments in order to expand. One example is Artcaffe – a coffee and bakery chain with no previous online presence – which was able to become a much larger food ordering marketplace, using a DPO-powered website. Artcaffe now sells products on behalf of its suppliers and supports the livelihoods of many offline businesses during the crisis.